People Assistant

Key Responsibilities

1. HR Administration

• Maintain and update employee records, HR databases, and employee master data.
• Ensure employee files are complete, accurate, confidential, and up to date.
• Prepare HR-related documents, including employment contracts, confirmation letters, transfer letters, employment certificates, and other employee correspondence.
• Assist in maintaining HR policies, procedures, forms, and related documentation.
• Monitor the time and attendance system and follow up on discrepancies where required.
• Ensure proper electronic filing and maintenance of employee information on Sicorax.
• Maintain proper filing and archiving of HR documents in accordance with internal procedures.
• Assist in the preparation of HR reports, statistics, and employee information as required.

2. Compensation & Payroll Support

• Assist in the preparation and verification of monthly payroll inputs.
• Compile and verify payroll-related information, including:
  • Attendance and overtime
  • Leave and absences
  • New joiners and leavers
  • Salary adjustments, promotions, and transfers
  • Unpaid leave and other payroll adjustments
• Ensure payroll information received is accurate, complete, and submitted within established deadlines.
• Coordinate with relevant stakeholders to resolve payroll discrepancies.
• Update employee payroll information and maintain accurate supporting documentation.
• Respond to routine employee queries relating to salary, payslips, allowances, deductions, and benefits, escalating complex matters where necessary.
• Maintain strict confidentiality of salary, payroll, and employee information.
• Support and Medical and pension benefits of staffs.

3. Recruitment & On boarding

• Coordinate recruitment activities, including interview scheduling and communication with candidates.
• Liaise with hiring managers regarding recruitment requirements and interview arrangements.
• Assist with job advertisements and maintain recruitment records and trackers.
• Conduct reference checks and follow up on pre-employment documentation.
• Coordinate on boarding activities for new employees, including induction arrangements and completion of employment documentation.
• Ensure new employee information is correctly entered into the HR system.
• Follow up on outstanding on boarding documents and requirements.

4. Employee Support

• Respond to employee queries regarding HR policies, procedures, benefits, and general HR matters.
• Record employee grievances and refer them to the appropriate People & Culture representative for follow-up.
• Facilitate employee requests, including employment certificates, letters, and other HR-related documentation.
• Provide general administrative support to employees and the People & Culture team.
• Assist in organising employee engagement activities, training programmes, welfare activities, and wellness initiatives.
• Support internal People & Culture communication initiatives where required.

Qualifications

• Certificate, Diploma or Degree in Human Resources,  or a related field.
• Good knowledge of Microsoft Office, particularly Word and Excel.
• Knowledge of Sicorax or any HR/payroll system would be an advantage.

Experience

• Previous experience in HR administration, payroll support, recruitment, or a similar administrative role would be an advantage.
• Fresh graduates with relevant HR qualifications may also be considered.

Key Competencies

• Good organisational and administrative skills.
• Attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to maintain confidentiality.
• Good team spirit and willingness to learn.
• Ability to manage priorities and meet deadlines.
• Customer-service-oriented approach when dealing with employees.
• Basic numerical skills and comfort working with employee and payroll information.

Management reserves the right to call only the most suitable candidates for an interview.